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Enterprise Information
Management
-Envisioning a SharePoint Information management & modernization program
in Municipal Government
Ontario, Canada
By: Sayef Ishaque
 Software technologist, Business Analyst, Project Manager
 IT Consultant @ City Of London, Ontario
 BSc in Computer Science, MBA, PMP & ITIL Practitioner
 10 years experience across Government, Telecom and Finance industry
 Working on SharePoint since 2008
 Experienced in managing vendor relations, running RFPs, envisioning large
projects, developing SOW, project planning, scheduling & execution
 LinkedIn: http://ca.linkedin.com/in/sayefi/
 Email: sayefi@gmail.com
About Me
Why another project?
 Misplaced business records
 Lack of capabilities for collaboration and information sharing
 IT nightmares
Why SharePoint?
 Easy to learn and adopt - Microsoft office look & feel
 Low cost of ownership - Even with required add-ons and customization
 Easy to manage & grow - Familiar technology and development tools for IT folks
Envisioning the Program
 Step-1: Identify stakeholders and their priorities
 Step-2: Breakdown in manageable phases/projects
 Step-3: Analyze risk and dependencies among projects
 Step-4: Prepare program schedule, resourcing strategy and
business case
 Step-5: Approach top-management for buy-in
Common Information Management Priorities (1)
Electronic Records Management
-Businesses are producing high volume of electronic records in different
forms (Emails, Technical drawings, Videos etc)
-5-10% Emails are important business records
-Documents are frequently miss placed; no control on retention and
disposition
Need solution for
-Capture Records as it is produced
-Intuitive & user-driven content classification
-Retention and disposition of records as per enterprise policy and
regulatory guidelines (GERP, TOMRMS, DoD 5015.2)
-eDiscovery and Legal hold
Possible Stakeholders: Legal, Records Management, Compliance office
Classification
Retention
Destruction
Common Information Management Priorities (2)
Collaboration and Information Sharing
-Inefficiency in producing critical contents (RFPs, Contracts, Technical
designs); sent back & forth over email
-Mid-level managers spending significant time in meetings, searching
documents/emails in multiple systems
-Key resources are retiring with critical knowledge
-Lack of capabilities to share ideas
Need solution for
-On-line collaboration space
-A search that works
-Employee profile & skill search
-Information available from anywhere
-Access from mobile devices
Possible Stakeholders: Human Resources, Engineering / Technology, Purchase, Communication, Marketing, PMO
Common Information Management Priorities (3)
Physical Records Management
-Physical records are managed ad-hoc or with legacy systems
-Records are misplaced
-Uniform retention and disposition is a challenge
Need solution for
-Uniform classification, retention and disposition of physical
records
-Automated process for records inventory management
-Search, eDiscovery or legal-hold scopes-in physical records as well
Possible Stakeholders: Human Resources, Records Management
Common Information Management Priorities (4)
Process Automation
-High turn-around time for internal processes and approvals
-Lack of confidence on electronic approvals
-Workflows are out-of-date or difficult to modify
-Business processes are agile in nature and changes in 12-24 months
Need solution that provide
-Electronic forms
-Integrates seamlessly with legacy scanning processes
-Cross platform look-up & integration
-Supports digital signature and audit log
-Easy to develop workflows which can be managed by business
Possible Stakeholders: Finance, Operations, Purchase
Common Information Management Priorities (5)
Cost Efficient Technology Choice
-Multiple platforms; Legacy platform is no longer supported
-High turnaround time & cost for application development and
management
-Skillset required for application development is not available in market
-Cost of infrastructure (storage, servers, licenses) is growing up
-Incapable to meet new business requirements
Need a platform which
-Cost effective
-Comes with good range of standard features
-Development tools and skillset are available
-Has an ecosystem for add-ons (Scanning, email integration,
migration, governance, physical records management, etc.)
Possible Stakeholders: Technology, Finance
Common Information Management Priorities (6)
Relationship Management
-Inefficiency in working with external stakeholders (vendors, partners,
stakeholder bodies)
-Lead-time to deliver critical products / projects are increasing
-Unhappy clients
Need solution for
-Allowing external stakeholders (Vendors, partners) to access
relevant information
-Controlled access over the internet
Possible Stakeholders: Purchase, Customer Relations, Engineering/Technology
Common Information Management Priorities (7)
Business Intelligence
-Less visibility on performance of internal processes and KPIs
-Value of information being processes are not utilized up to its potential
-Lot of time & effort spend on generating ad-hoc reports
-Decisions can not be made quickly because of lack of complete
information
Need solution for
-Easy integration with line of business data
-Enable business users to design reports
-Leverage the knowledge an power of MS Excel
-Reduce time required to develop new report
Possible Stakeholders: Finance, CxOs
Identify stakeholders and their priorities
 Involve senior managers/Leaders in the organization
 Requires a 2-3 hours workshop
 Rank priorities from 1 to 5
 Open discussion, white boarding, voting
 Capture detail notes for follow-up discussion
Breakdown in manageable phases/projects
 Involve a SharePoint Architect
 Identify technical and business deliverables
 Analyze organizational readiness
 Available resources to engage in project work
 Readiness for tools and process changes
 Technical expertise
 Legacy platforms & integration points
 Infrastructure readiness
 Enterprise architecture and standards
 Requires a 1-2 workshops/brainstorming
Typical breakdown
Analyze risk and dependencies among projects
 Identify resources and roles
 Estimate resources, time and money required for key deliverables
 Identify risk and dependencies
 Group deliverables into phases and sequence them
 Evaluate benefits of each phase
 Re-evaluate different scenarios
Identify Program Team
Executive Sponsor Steering Committee
Infrastructure Specialist
Program Manager
Business
Information Architect
Business Analysts
Designer
Administrator
Technical support Developer
Technology
User community
Work streams
 Common resources working across multiple phases
Resourcing strategy
 Identify resources available or better managed internally
 Expertise required from external sources
 Funding available
 A blend works better
Internal resourceInternal resource
Sample Program Schedule
Y1
Q1 Q2 Q3 Q4
Y2
Q1 Q2 Q3 Q4
Y3
Q1 Q2 Q3 Q4
Y4
Q1 Q2
Phase 1Phase 1
• Information
Architecture
• Governance
• Infrastructure Build
• Team site roll-out
• User Training
Phase 2Phase 2
• Electronic
Records
Management
• 1-2 Custom
build apps
Phase 3Phase 3
• Scanning
• eForms & workflows
Phase 4Phase 4
• Content Migration
• Portal / Extranet
Program business case
 Not having a clear business case is a risk
 Business priorities should drive benefits & commitments
 Both financial and non-financial benefits can be documented
 Infrastructure & resourcing strategy will drive cost
Next steps
Detail Requirement AnalysisDetail Requirement Analysis
TrainingTraining
Sourcing / RFPSourcing / RFP
Project planningProject planning
Start Phase 1Start Phase 1
Management endorsementManagement endorsement
Final words - Critical success factors
 Business engagement – start top down
 Program management – plan big, start small
 User adoption – involve users early
 Governance and best practices – follow proven path
 Develop resourcing capabilities – train people and find right partner
Questions?
 Can be sent to: sayefi@gmail.com

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Enterprise Information Management in SharePoint

  • 1. Enterprise Information Management -Envisioning a SharePoint Information management & modernization program in Municipal Government Ontario, Canada By: Sayef Ishaque
  • 2.  Software technologist, Business Analyst, Project Manager  IT Consultant @ City Of London, Ontario  BSc in Computer Science, MBA, PMP & ITIL Practitioner  10 years experience across Government, Telecom and Finance industry  Working on SharePoint since 2008  Experienced in managing vendor relations, running RFPs, envisioning large projects, developing SOW, project planning, scheduling & execution  LinkedIn: http://ca.linkedin.com/in/sayefi/  Email: sayefi@gmail.com About Me
  • 3. Why another project?  Misplaced business records  Lack of capabilities for collaboration and information sharing  IT nightmares
  • 4. Why SharePoint?  Easy to learn and adopt - Microsoft office look & feel  Low cost of ownership - Even with required add-ons and customization  Easy to manage & grow - Familiar technology and development tools for IT folks
  • 5. Envisioning the Program  Step-1: Identify stakeholders and their priorities  Step-2: Breakdown in manageable phases/projects  Step-3: Analyze risk and dependencies among projects  Step-4: Prepare program schedule, resourcing strategy and business case  Step-5: Approach top-management for buy-in
  • 6. Common Information Management Priorities (1) Electronic Records Management -Businesses are producing high volume of electronic records in different forms (Emails, Technical drawings, Videos etc) -5-10% Emails are important business records -Documents are frequently miss placed; no control on retention and disposition Need solution for -Capture Records as it is produced -Intuitive & user-driven content classification -Retention and disposition of records as per enterprise policy and regulatory guidelines (GERP, TOMRMS, DoD 5015.2) -eDiscovery and Legal hold Possible Stakeholders: Legal, Records Management, Compliance office Classification Retention Destruction
  • 7. Common Information Management Priorities (2) Collaboration and Information Sharing -Inefficiency in producing critical contents (RFPs, Contracts, Technical designs); sent back & forth over email -Mid-level managers spending significant time in meetings, searching documents/emails in multiple systems -Key resources are retiring with critical knowledge -Lack of capabilities to share ideas Need solution for -On-line collaboration space -A search that works -Employee profile & skill search -Information available from anywhere -Access from mobile devices Possible Stakeholders: Human Resources, Engineering / Technology, Purchase, Communication, Marketing, PMO
  • 8. Common Information Management Priorities (3) Physical Records Management -Physical records are managed ad-hoc or with legacy systems -Records are misplaced -Uniform retention and disposition is a challenge Need solution for -Uniform classification, retention and disposition of physical records -Automated process for records inventory management -Search, eDiscovery or legal-hold scopes-in physical records as well Possible Stakeholders: Human Resources, Records Management
  • 9. Common Information Management Priorities (4) Process Automation -High turn-around time for internal processes and approvals -Lack of confidence on electronic approvals -Workflows are out-of-date or difficult to modify -Business processes are agile in nature and changes in 12-24 months Need solution that provide -Electronic forms -Integrates seamlessly with legacy scanning processes -Cross platform look-up & integration -Supports digital signature and audit log -Easy to develop workflows which can be managed by business Possible Stakeholders: Finance, Operations, Purchase
  • 10. Common Information Management Priorities (5) Cost Efficient Technology Choice -Multiple platforms; Legacy platform is no longer supported -High turnaround time & cost for application development and management -Skillset required for application development is not available in market -Cost of infrastructure (storage, servers, licenses) is growing up -Incapable to meet new business requirements Need a platform which -Cost effective -Comes with good range of standard features -Development tools and skillset are available -Has an ecosystem for add-ons (Scanning, email integration, migration, governance, physical records management, etc.) Possible Stakeholders: Technology, Finance
  • 11. Common Information Management Priorities (6) Relationship Management -Inefficiency in working with external stakeholders (vendors, partners, stakeholder bodies) -Lead-time to deliver critical products / projects are increasing -Unhappy clients Need solution for -Allowing external stakeholders (Vendors, partners) to access relevant information -Controlled access over the internet Possible Stakeholders: Purchase, Customer Relations, Engineering/Technology
  • 12. Common Information Management Priorities (7) Business Intelligence -Less visibility on performance of internal processes and KPIs -Value of information being processes are not utilized up to its potential -Lot of time & effort spend on generating ad-hoc reports -Decisions can not be made quickly because of lack of complete information Need solution for -Easy integration with line of business data -Enable business users to design reports -Leverage the knowledge an power of MS Excel -Reduce time required to develop new report Possible Stakeholders: Finance, CxOs
  • 13. Identify stakeholders and their priorities  Involve senior managers/Leaders in the organization  Requires a 2-3 hours workshop  Rank priorities from 1 to 5  Open discussion, white boarding, voting  Capture detail notes for follow-up discussion
  • 14. Breakdown in manageable phases/projects  Involve a SharePoint Architect  Identify technical and business deliverables  Analyze organizational readiness  Available resources to engage in project work  Readiness for tools and process changes  Technical expertise  Legacy platforms & integration points  Infrastructure readiness  Enterprise architecture and standards  Requires a 1-2 workshops/brainstorming
  • 16. Analyze risk and dependencies among projects  Identify resources and roles  Estimate resources, time and money required for key deliverables  Identify risk and dependencies  Group deliverables into phases and sequence them  Evaluate benefits of each phase  Re-evaluate different scenarios
  • 17. Identify Program Team Executive Sponsor Steering Committee Infrastructure Specialist Program Manager Business Information Architect Business Analysts Designer Administrator Technical support Developer Technology User community
  • 18. Work streams  Common resources working across multiple phases
  • 19. Resourcing strategy  Identify resources available or better managed internally  Expertise required from external sources  Funding available  A blend works better Internal resourceInternal resource
  • 20. Sample Program Schedule Y1 Q1 Q2 Q3 Q4 Y2 Q1 Q2 Q3 Q4 Y3 Q1 Q2 Q3 Q4 Y4 Q1 Q2 Phase 1Phase 1 • Information Architecture • Governance • Infrastructure Build • Team site roll-out • User Training Phase 2Phase 2 • Electronic Records Management • 1-2 Custom build apps Phase 3Phase 3 • Scanning • eForms & workflows Phase 4Phase 4 • Content Migration • Portal / Extranet
  • 21. Program business case  Not having a clear business case is a risk  Business priorities should drive benefits & commitments  Both financial and non-financial benefits can be documented  Infrastructure & resourcing strategy will drive cost
  • 22. Next steps Detail Requirement AnalysisDetail Requirement Analysis TrainingTraining Sourcing / RFPSourcing / RFP Project planningProject planning Start Phase 1Start Phase 1 Management endorsementManagement endorsement
  • 23. Final words - Critical success factors  Business engagement – start top down  Program management – plan big, start small  User adoption – involve users early  Governance and best practices – follow proven path  Develop resourcing capabilities – train people and find right partner
  • 24. Questions?  Can be sent to: sayefi@gmail.com